Privacy Policy
Last updated: 29 July 1026
Our Commitment to Your Privacy
Propria.io is committed to protecting your privacy and keeping your personal information secure. This policy explains what personal information we collect, why we collect it, what we do with it, and the rights you have over it.
Who we are: Propria.io is the data controller for the personal information described in this policy. Registered company name: Propria AI Ltd. Company number: 15332250. Registered address: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE. We have not appointed a Data Protection Officer, as we are not required to do so. Privacy matters are handled by our privacy contact.
How to contact us: For any questions about this policy, or to exercise any of your rights, email privacy@propria.io or write to us at the address above.
If you are unhappy with how we have handled your personal information, you can complain to the Information Commissioner's Office, the UK supervisory authority for data protection. We would ask that you contact us first so that we have the opportunity to put things right.
1. The Personal Information We Collect
We only collect the personal information we need to provide our services and run our business. Depending on how you interact with us, this may include identity and contact information. First and last name, business name, job title, email address, postal address and telephone number.
Account information. Username, password and account settings for any website, CRM or other service we provide to you.
Transaction information. Details of the services you have purchased from us, invoices, payment records and bank details where you pay by bank transfer.
Correspondence. The content of emails, forms, call bookings, support requests and other messages you send us.
Marketing preferences. Your consent or objection to receiving marketing from us.
Technical and usage information. IP address, browser type and version, device type, operating system, time zone setting, pages viewed, and how you navigate our website.
Information from other sources. Publicly available business contact information gathered from public sources, together with information from analytics providers, advertising networks and our own service providers.
Card details. We do not store or have access to debit or credit card numbers at any time. Card payments are processed by Stripe, and card details are handled entirely by Stripe under its own privacy policy.
Special category data. We do not seek to collect special category data such as health information, racial or ethnic origin, political opinions or religious beliefs. Please do not send us this information.
Children. Our services are aimed at businesses and are not directed at children. We do not knowingly collect personal information from anyone under 18.
2. Why We Use Your Personal Information and Our Lawful Basis
Under UK data protection law, we must have a lawful basis for using your personal information. The table below sets out what we use your information for and the basis we rely on.
What we use it for Lawful basis
Providing the services you have asked for and carrying out our contract with you Performance of a contract Taking payment, issuing invoices and recovering debts Performance of a contract, and our legitimate interest in being paid Responding to enquiries, strategy call bookings and support requests Performance of a contract, or our legitimate interest in responding to you Sending marketing emails and newsletters to individual subscribers Consent Sending information about similar services to existing clients Our legitimate interest in marketing to existing clients, subject to your right to opt out at any time Business to business outreach using publicly available contact information Our legitimate interest in offering relevant services to relevant businesses Administering, securing and improving our website, including troubleshooting, testing and analytics Our legitimate interest in running a safe and effective website Measuring the effectiveness of advertising and serving relevant advertising Consent, given through our cookie banner Keeping accounting and tax records Legal obligation Establishing, exercising or defending legal claims Our legitimate interest in protecting our position
Where we rely on legitimate interests, we have considered whether our interests are outweighed by your rights, and you can object at any time using the contact details above.
Where we rely on consent, you can withdraw it at any time. Withdrawing consent does not affect any use of your information that took place before you withdrew it.
We do not carry out any automated decision making or profiling that produces legal effects for you or similarly significantly affects you.
3. Who We Share Your Information With
We do not sell, trade or rent your name or personal information to anyone.
We do not sell, trade, rent or provide outside access to our mailing list.
We share personal information only where it is necessary, and only with:
Service providers who help us deliver our services, including hosting providers, email and CRM platforms, payment processors such as Stripe, analytics providers and professional advisers. All are required to keep your information confidential and may only use it to provide services to us.
Advertising and analytics partners, where you have consented through our cookie banner.
Regulators, law enforcement and the courts, where we are required to disclose information by law, a court order, a warrant, or in connection with a fraud investigation. A buyer or seller, if we sell or buy a business or assets, or if Propria.io or substantially all of its assets are acquired by a third party, in which case personal information held about clients may be one of the transferred assets. We may also disclose personal information where necessary to enforce our terms of service or other agreements, or to protect the rights, property or safety of Propria.io, our clients or others.
4. International Transfers
Some of our service providers store or process personal information outside the United Kingdom. Where information is transferred outside the UK, we make sure it is protected by one of the safeguards recognised under UK data protection law.
This will normally be either a UK adequacy decision covering the destination country, or the International Data Transfer Agreement or the UK Addendum to the European Commission's Standard Contractual Clauses, together with any additional measures required. You can ask us for details of the safeguards that apply to a particular transfer by emailing privacy@propria.io.
5. How Long We Keep Your Information
We keep personal information only for as long as we need it.
Client records, contracts and correspondence: for the duration of our relationship and for 6 years afterwards, to cover the limitation period for contractual claims.
Accounting and tax records: 6 years from the end of the relevant accounting period, as required by HMRC.
Enquiries that do not become clients: 24 months from your last contact with us.
Marketing contacts: until you unsubscribe or object, and we review our marketing lists regularly.
Website analytics data: up to 26 months.
Account data within a website, CRM or other service we host for you: for the duration of the service and for 30 days after it ends, after which it is deleted from live systems. Backups are overwritten on our normal backup cycle. Where we have an outstanding payment or an unresolved dispute with you, we will keep the information we need until that matter is resolved. You can ask us to delete your information sooner. See section 8.
6. Your Data, Held in Our Systems
Information you enter into and store on a website, CRM, or other service we provide remains under your control and responsibility.
We access that data only where necessary to deliver the service, for example, to provide technical support, carry out maintenance, run backups, resolve a fault, or where we are required to do so by law. We do not use your stored data for our own purposes. Where we provide you with an account, access is through your email address and the password you have chosen. We will not give out passwords over the telephone. You are responsible for keeping your password confidential and for not sharing it with anyone.
When you add additional users to your service, their access to and use of the service are your responsibility.
7. Security
We use the Transport Layer Security protocol with 128-bit or greater encryption to transmit sensitive information to and from our services.
Once information reaches our systems, it is accessible to authorised Propria.io personnel only, on a need-to-know basis. Our staff are bound by confidentiality obligations, and any breach of our privacy policies is treated as a disciplinary matter.
We use procedures and security features designed to prevent unauthorised access, and we have processes in place to detect and report personal data breaches to the ICO and affected individuals where required by law.
Please be aware that the transmission of information over the internet is never completely secure. Although we do our best to protect your personal information, we cannot guarantee the security of information you transmit to our site, and any transmission is at your own risk.
8. Your Rights
Under UK data protection law, you have the following rights. All of them are free to exercise, and we will respond within one month. We may extend that by a further two months for complex requests, and we will tell you if we do.
Right of access. You can ask for a copy of the personal information we hold about you.
Right to rectification. You can ask us to correct information that is inaccurate or incomplete.
Right to erasure. You can ask us to delete your personal information where there is no good reason for us to continue holding it.
Right to restrict processing. You can ask us to pause our use of your information in certain circumstances, for example while we check its accuracy.
Right to data portability. You can ask us to provide the information you gave us in a structured, commonly used, machine-readable format, or to transfer it to another provider.
Right to object. You can object to our use of your information where we rely on legitimate interests. You can object to direct marketing at any time, and we will always stop.
Right to withdraw consent. Where we rely on your consent, you can withdraw it at any time.
Right to complain. You can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. To exercise any of these rights, email privacy@propria.io. We may ask you for information to confirm your identity before we act on a request. There is no fee for making a request.
We may charge a reasonable fee, or refuse to act, only where a request is manifestly unfounded or excessive, and we will explain our reasoning if that happens. You can also opt out of marketing at any time by using the unsubscribe link in any marketing email we send you.
9. Cookies
Our website uses cookies to distinguish you from other users, provide a good browsing experience, and improve the site.
We set essential cookies, which are needed for the site to function, without asking for consent. All other cookies, including analytics, performance and advertising cookies, are set only after you have given consent through our cookie banner.
ou can change or withdraw your cookie preferences at any time using the cookie settings on our website. Third parties, including advertising networks and providers of external services such as web traffic analysis, may also set cookies through our site. We do not control these cookies.
You can also block cookies by changing the settings in your browser. If you block all cookies, including essential ones, you may find that parts of our site do not work. Except for essential cookies, our cookies expire no later than 24 months after they are set.
10. Advertising
We work with third-party advertising networks, including Google, to manage advertising on other websites. These partners use cookies and similar technologies to collect information about your activity across websites and to show you advertising based on your interests.
Propria.io does not have direct access to this information. If you would prefer not to see interest-based advertising, you can manage your preferences through: Google Ads Settings,Your Online Choices,Network Advertising Initiative opt-out.
Opting out does not stop you seeing advertising. You will continue to see advertising, but it will be less relevant to you.
11. Other Websites
Our website contains links to and from the websites of partners, advertisers and affiliates. We are not responsible for how those third parties collect, use, monitor, store or share personal information.
Those websites have their own privacy policies, and we do not accept responsibility or liability for them. Please read them before you submit any personal information.
12. Changes to This Policy
Any changes we make to this policy will be posted on this page with an updated date at the top. Where the change is significant, we will tell you by email. Please check this page from time to time.
13. Contact
Questions, comments and requests about this policy are welcome and should be sent to privacy@propria.io.